Background:This bulletin supplements EEOICPA Bulletin
03-07, “Employment Verification Codes.”Unless otherwise discussed herein, all coding information provided in
that Bulletin remains applicable (particularly the use of the “DE”, “EC”, “EX” codes).When requesting employment verification from
the Department of Energy, the claims examiner (CE) forwards the EE-5 form(s)
directly to the appropriate DOE Operations Centers.In ECMS, to this point, the CE enters an “ES” (Employment Ver Sent to DOE) when
sending the request to the Operations Center, and then an “ER” (Employment Ver Rec’d from DOE) upon receiving the EE-5 back
from DOE.By entering just these claim
status codes, there has been no linkage between the “ES” and “ER” in relation
to a particular DOE Operations Center, especially when there are multiple EE-5
forms sent out. Presently it is not
possible in ECMS to determine which EE-5 form is outstanding for which
Operations Center, or to calculate precisely how much time elapsed from the date
the EE-5 is sent to a particular Operations Center to the time it is
received.

Purpose:The purpose of this bulletin is to introduce
instructions for capturing more specific information about ECMS coding
applicable to sending and receiving EE-5 forms to and from DOE Operations
Centers. The claims examiners will now be required to select a DOE Operations
Center in conjunction with the “ES”
and “ER” claim status codes in ECMS.

Applicability:All staff.

Actions:

When
an EE-5 form requesting employment verification from a DOE Operations Center is
sent, the CE enters an “ES”
(Employment Ver Sent to DOE) in ECMS.The status effective date is equal to the date the request is sent to
DOE.Upon receipt of an EE-5 from the
DOE Operations Center, the CE enters an “ER”
(Employment Ver Rec’d from DOE).The
status effective date is equal to the date stamp of receipt of the EE-5 in the
district office.This has not changed
from previous guidelines.

2.There is a new field in ECMS on the Claim Status
screen called the “reason cd” (reason code).This field is a drop-down box that
corresponds with the “ES” and “ER” claim status codes.Included in the reason cd field is both the full name and a two-digit code
representing each DOE Operations Center.

3.The CE selects the DOE Operations Center from
the reason cd field that corresponds
with the “ES” or “ER” claim status code being recorded in
ECMS.The two-digit code and the DOE
Operations Center are included on the same line, so only one selection will be
made from the drop-down box.For
example, if the EE-5 form is sent to the Chicago Operations Center, the CE
selects “CH – Chicago Operations Center” from the reason cd drop-down menu.This
field is required in order to save the “ES”
and “ER” claim status codes.

DOE
Operations Center Code

DOE
Operations Center

AL

Albuquerque
Operations Center

CH

Chicago
Operations Office

GE

Germantown
Facility

GR

Grand
Junction Office

ID

Idaho
Operations Office

KA

Kansas
City Plant

LO

Los
Alamos Site Operations

NE

Nevada
Operations Office

OR

Oak
Ridge Operations Office

OF

Ohio
Field Office

PA

Pantex
Plant

RI

Richland
Operations Office

RO

Rocky
Flats Field Office

SA

Savannah
River Operations Office

4.The CE must enter an “ES” for each EE-5 that is sent to each Operations Center.The CE must also enter a corresponding “ER” for each EE-5 received from the
Operations Center.For example, if a CE
sends an EE-5 to the Richland Operations Office and to the Ohio Field Office,
he/she enters the “ES” code with reason
code “RI” for Richland, and a
separate “ES” code with reason code “OF” for the Ohio Field Office.When the EE-5 forms are returned from each,
the CE enters the “ER” code with the
appropriate Operations Office from the drop down box.

5.If a CE sends one EE-5 to one Operations
Center, and that Operations Center sends a copy of the EE-5 to more than one
facility for response, the CE enters one “ES”
code for the appropriate Operations Center.The CE is notified by DOE concerning how many copies were sent from the
Operations Center to the facilities.Only after all EE-5 forms from that Operations Center are returned, the
CE enters one corresponding “ER”
code.For additional guidance concerning
when to enter the “ER” code, please
refer to item number four in Bulletin 03-07.

6.Back-fill will not be required.Effective the date of this bulletin, the use
of the reason code field is required for both the “ES” and “ER” codes, regardless
of whether the DOE Operations Center was entered initially in the reason code
field for the “ES” prior to the
issuance of this bulletin.

Disposition:Retain until incorporated in the Federal
(EEOICPA) Procedure Manual.